Capitol Hill Community Hall Association

Rental Agreement

1. Payment & Cancellation

• The full rental balance is paid at the time of booking. The Association reserves the right to charge up to 50% of the booking rate as a damage deposit if necessary.
• Notice of cancellation must be received 21 days in advance of the event to receive a refund. The Cancellation Fee is 50% of the Rental Fee up to a maximum of $450.

2. Event Hours & Noise Rules

• Standard bookings end at 10:00 p.m. Late access is available for a fee until 12:00 a.m. After-midnight access can extend until 2:00 a.m. only when arranged in advance. The Hall must be vacated by your booked end time.
• Music must cease at your booked end time. Please respect our neighbours and strictly comply with the Burnaby Noise or Sound Abatement Bylaw. Noise levels must be kept reasonable and drop significantly (max 75 dBA) after 10:00 p.m. Renters are responsible for any fines incurred due to noise complaints.

3. Access & Security

• We no longer use lockboxes. You will receive an email with your access code prior to your event.
• This agreement must be signed by a responsible adult (19 years or older). This individual must remain with the group on the premises at all times and is responsible for all group actions.

4. Insurance, Alcohol & Food

• Renters must take out liability insurance covering the use of the premises and provide proof of insurance. We recommend using Duuo Event Insurance (https://duuo.ca/). Costs vary from approximately $25 for non-liquor events up to $200+ for events with alcohol, depending on attendee count.
• Alcoholic beverages are only allowed if the Renter has obtained and presented: a Liquor/Cannabis License, and a Serving It Right certificate.
• A Food Safe certificate is only required if the event is open to the public (it is not strictly required for private events).

5. Hall Usage & Decorations

• NO confetti, rice, glitter, beads, or similar items are allowed in the facility. Renters will be charged for any extra clean-up required if these are found.
• Do not install or permit the installation of any wiring, electrical appliances, plugs, nails, tape, tacks, pins, screws, staples, or gum on any surfaces.
• Fire Department regulations limit the hall capacity to 140 persons maximum. Clear access to fire exits must be maintained.
• Chairs and tables are provided. The Renter must set them up, clean them, and stack them back in the appropriate cupboards as they were found.

6. Cleaning Responsibilities

The Hall is professionally cleaned twice a week, so you are not expected to deep-clean. However, you are responsible for basic clean-up per the Hall Closing Checklist, which includes:

• • Spot cleaning spills on floors or counters.
• • Wiping down tables/chairs if soiled.
• • Removing all decorations, food, and items you brought in.
• • Emptying garbage/recycling into the outdoor bins.
• • Ensuring all doors/windows are locked and lights/appliances are turned off before leaving.

7. Liability & Indemnity

• The Renter agrees to pay for any damage to the building, furnishings, or equipment resulting from the rental.
• The Renter agrees to indemnify and hold harmless the Association from all costs, loss, damage, or claims arising from the use of the premises.
• The Association is not responsible for any loss, damage, or injury suffered by the Renter or guests.
• The Renter must comply with all laws, bylaws, and regulations, obtaining any necessary permits.

The Association reserves the right to cancel any event due to circumstances beyond its control (deposit fully refunded), if misrepresented, or to refuse any Renter at any time.